Appointment Matters

Circular

• EDBC No. 5/2005

Measures for Strengthening the Protection of Students: Appointment of Teaching and Non-teaching Staff in Schools

• EDBC No. 14/2023

• Questions & Answers compiled by EDB ( in July 2025)
• Frequently Asked Questions compiled by Hong Kong Police Force
• Checking Form 

Note: For details of the scheme (such as protocol, application procedures and a template for documentary proof of possible employment related to children or mentally incapacitated persons from employers), please visit the SCRC Website.

Points to Note / Best Practice / Codes of Practice on Employment

• Matters relating to Medical and Health Condition of Staff in Schools 
• Code of Practice on Employment under the Sex Discrimination Ordinance  (Link to the Equal Opportunities Commission website)
  
• Code of Practice on Employment under the Disability Discrimination Ordinance  (Link to the Equal Opportunities Commission website)
  
• Family Status Discrimination Ordinance Code of Practice on Employment  (Link to the Equal Opportunities Commission website)
• Race Discrimination Ordinance Code of Practice on Employment  (Link to the Equal Opportunities Commission website)
• Code of Practice against Discrimination in Employment on the Ground of Sexual Orientation  (Link to the Constitutional and Mainland Affairs Bureau website)
• Code of Practice on Human Resource Management issued by the Office of the Privacy Commissioner for Personal Data
• Best Practice Checklist: Governance and Internal Control in Schools - Chapter 6 "Staff Administration" issued by Independent Commission Against Corruption

      

Aided Schools

Samples

• Letter offering Appointment ( in May 2016)
• Conditions of Service  ( in June 2020)
• Letter of Acceptance  ( in May 2016)
• Certificate of Service ( in November 2015)
• Letter for Resignation/Retirement of Teacher ( in April 2017)
• Letter for Resignation/Retirement of Non-teaching Staff 
• Promotion of Laboratory Technician

e-Appointment System for Aided Schools

• Letter to all aided schools (including special schools) (May 2024) 
• Letter to all aided schools (including special schools) (April 2023) 
• Frequently Asked Questions  
• The “e-Appointment System for Aided Schools” (“EASAS”) Online Briefing Sessions (Feb & Mar 2024) and the User Manual have been uploaded to the Appointee Desk and School Desk of EASAS for reference.
• Aided Schools can access the School Desk of the EASAS via this link and the designated user accounts.  

(Schools are now required to submit the Appointment Forms through the EASAS to EDB.  If schools are unable to submit individual appointment forms through the EASAS under special circumstances, please contact Teacher Administration 1 Section (2892 5477 or 2892 5985) for this Bureau’s follow-up.) 


Appointment Forms

• Appointment Forms of Teaching Staff in Aided Schools ( in May 2025)
  • Aided Primary Schools 
    • Notes for Completing the Form with Worked Example  ( in September 2022)
  • Aided Secondary Schools 
    • Notes for Completing the Form with Worked Example  ( in September 2022)
  • Aided Special Schools    
    • Notes for Completing the Form with Worked Example   
  • Notification of Changes in Teacher's Personal Data   

• Appointment Forms of Non-teaching Staff in Aided Schools ( in January 2025)
  • Aided Primary Schools  
  • Aided Secondary Schools  
  • Aided Special Schools   
  • Notification of Changes in Non-teaching Staff Record  

Appointment Related Forms 

• For Teaching Staff/Specialists in Aided Schools
  • Staff Promotion  ( in August 2025)
  • Acting Appointment (for Substantive Appointment) 
  • Acting Appointment (for Administrative Convenience)
  • Acting Appointment (Notification of Change in Acting-up Rate from 90% to 100%)
  • Acting Appointment (Notification for Adjustment of Acting Allowance of Teacher on Acting Appointment Taking Leave/Absence for More than 3 Consecutive Days)  
  • Regrading  to Graduate Teachers in Secondary Schools   
  • Regrading to Graduate Teachers in Primary Schools   

Guidelines and Points to Note

• School Administration Guide – Chapter 7 "Personnel Matters"
• Checklist for Recruitment Procedures in Aided Schools

Job-sharing

• Guidelines on the Handling of Job-sharing in Aided Schools ( in August 2019)

Arrangements for Surplus Teachers and Laboratory Technicians

• Arrangements for Surplus Teachers and Laboratory Technicians of Aided Secondary Schools and Special Schools   ( in May 2025)

Special Pay Arrangement for Stepped-down Staff

Application Forms with Rectification Plan ( in September 2025)

• Aided Primary Schools  
• Aided Secondary and Special Schools  

Private Schools

Samples

• Letter offering Appointment
• Conditions of Service  ( in June 2020)
• Letter of Acceptance ( in August 2019)

Points to Note

• Handling Appointment Matters in Private Schools ( in August 2024)